We have spoken before about not letting your applicant tracking software become a black hole for resumes. The key to avoiding becoming a communication wasteland is by keeping your email templates up-to-date and relevant, and utilizing them in a timely manner. Here are 5 example templates that you can use with your applicant tracking software.
1. Automatic Thank You Email Response.
Every candidate, whether or not you have an applicant tracking software like iRecruit, should receive an immediate acknowledgement from you that you have received their application. We recommend personalizing this email by including a minimum of the applicant’s name and the job they applied to. iRecruit will do this for you automatically. This email shouldn’t be a final contact with the applicant, even if they’re not the right fit. Include your social media links as a friendly way for the applicant to keep in touch and view additional information about your company.
Subject Line: Your Application for Job Title
Dear NAME,
Thank you for your application for the JOB TITLE that we have posted on our website. We are currently reviewing applications, and we will follow up with you should your skills and experience match up with the position requirements.
In the meantime, we encourage you to keep in touch by following us on LinkedIn (or other network here).
About COMPANY NAME…. we offer the following benefits.
Sincerely,
Recruiting/HR Department
Company Name
Website
2. Follow Up on the Status of Position
If it’s been a few weeks, and the applicant hasn’t received a response they may forget about you and move on altogether. Keep the applicant engaged by continuing to reach out to them in “drips” throughout your hiring process.
Subject Line: Your Recent Application for Job Title
Dear NAME,
I wanted to send you a quick update regarding your application for the JOB TITLE on DATE. We are still in the process reviewing applicants for this position, and are hoping to start reaching out to candidates in the next few (days, weeks etc).
Thank you for your patience, please let me know if you have any questions about the position.
Sincerely,
Recruiting/HR Department
Company Name
Website
3. Invite for Interview
Keep your interview invites short and sweet, and offer the chance to reschedule. You can also include information such as:
- Directions to the interview.
- Instructions on how to prepare for the interview.
- Any additional information to bring with them.
Subject Line: Company Name Would Like to Set Up an Interview for Job Title
Hi NAME,
I am pleased to invite you for an interview on DATE/TIME for the JOB TITLE position. You’ll meet INSERT NAME from the DEPARTMENT NAME to discuss your background and qualifications in further detail.
We look forward to meeting you in person.
Sincerely,
Recruiting/HR Department
Company Name
Website
4. Mass Rejection Email
If you have hired someone, make sure not to leave all the other candidates in the dark by sending out a polite rejection notice. With iRecruit, applicant tracking software, you can send to individuals, or to a group (mass email).
Subject Line: Your Recent Application for Job Title
Hi NAME,
Thank you once again for your application for JOB TITLE. We reviewed your application, but regret to inform you that we did not select you for an interview at this time.
We encourage you to keep in touch by following us on LinkedIn (or other network here).
Thank you for your interest in our company and we wish you best of luck with your employment search.
Sincerely,
Recruiting/HR Department
Company Name
Website
5. Rejection Email After Interview
A more personal approach to rejecting candidates that you have spoken with in person is needed.
Subject Line: Your Recent Application for Job Title
Hi NAME,
Thank you for meeting with me/our team regarding the JOB TITLE. It was a pleasure to meet you and to learn about your skills and experience.
Unfortunately, our team did not select you for further consideration at this time. I am happy to answer your questions if you would like any feedback about your application or interviews.
We encourage you to keep in touch by following us on LinkedIn (or other network here).
Thank you again for your interest in our company and we wish you best of luck with your employment search.
Sincerely,
Hiring Manager Name
Recruiting/HR Department
Company Name
Website
Related: Improve and Update your Candidate Correspondence, Avoiding Becoming a Resume “Black Hole” 5 Key Touch Points in Candidate Communications
